Ebook English in Logistics

VIỆN ĐÀO TẠO LOGISTICS
ONEX TRAINING
Learning from doing
ENGLISH IN
LOGISTICS

ONEX LOGISTICS TRAINING INSTITUTE

No. 55, Street No. 4, Van Phuc I Urban Area, Hiep Binh Phuoc Ward, Thu Duc City, Ho Chi Minh City, Vietnam
Call center : +84 909 542 449 (ext 100)
Email : hello@onextraining.edu.vn | Web: onextraining.edu.vn
PART 1
Template mail
for Sale

Call center : +84 909 542 449 (ext 100)
1.Introduce the company when
you have never approached customers
Dear,
I have just noticed your <Oil/chemicals/manufacturing/food> business from

<Linked/website> and I would like to share to you a solution about <customs
clearance/Sea freight/air freight/audit)
<Your company/ONEX Logistics> mainly focuses on <Business major> with

<Cheap price/competitive advantages/high qualified service/ good
services/12h-customs clearance)
I would like to send the <credentials/proposal/company profile/quotation> as

the attached file. This is our pleasure if we have a chance to talk about our
services and discuss solutions for your business demand.
Thanks and look forward to hearing from you soon
Thanks and Best regards

<Signature>

Call center : +84 909 542 449 (ext 100)
2.Introduce the company when the
customer already stopped using our
service
Dear,
This is <Your name> from <Your company>, I am excited to approach and
propose our solution to you again.
Based on previous shipments, we handled <service>, and we would like to

propose another solution with more advantage and competitiveness
Please find the attached solution as previous shipment information. It would

be great if we could have another request from you, then we would offer a
better and more competitive quotation and service quality.
Hope to hear from you soon

Call center : +84 909 542 449 (ext 100)
3. 0ffers
Dear...
Thanks very much for letting us propose a solution supporting your

shipments.
The total quotation is: <Number> in <USD/VND> including

-Customs clearance declaration
-Certificate of origin
-Food safety and hygiene certificate
-Sea/Air freight from <Name of Sea/airport> to <Name of Sea/airport>
-Handling fee
-Duty submission fee
Please find the attached our full quotation/price. If you need us to explain in
details, please let us know

Call center : +84 909 542 449 (ext 100)
4.Reply when receiving customer
request
Dear
Thanks for your response.
We are collecting and working internally in order to fulfill your requested

solutions.
We will be back to you on <date>
In the meantime, if you need any further information or request, do not

hesitate to contact us.
Thanks alot

Call center : +84 909 542 449 (ext 100)
5.Reply when the customer accepts
the service offer
Dear
It’s our pleasure/honor/happy day with your confirmation about the <service>
quotation.
My colleagues and I are working to proceed with the shipment.
If you need any more requests, we are happy to handle more.
Thanks and regards

Call center : +84 909 542 449 (ext 100)
6.ANSWER WHEN THE CUSTOMER
REFUSES THE SERVICE
Dear,
Thanks for your emails.
Though we have not had this chance to work together for the shipment, we
are still happy to listen to your opinions about which aspects we did not meet
your requirements.
Your opinions are our values to enhance our services, so any comments or
suggestions are welcome.
Besides, when you have upcoming shipments, please give us another try to
propose another solution to you again.
Thanks and look forward to working with you soon.

Call center : +84 909 542 449 (ext 100)
PART 2
Template for
Operation


Call center : +84 909 542 449 (ext 100)
1.GET ORDER INFORMATION
Dear,
This is <Your name> who will handle this shipment. Please help send us those
kinds of documents as below:
-Contract
-Invoice
-Packing list
-...
Please send the soft copy first, then we could check and work to get back to
you if any comments and discussion
Thanks and regards

Call center : +84 909 542 449 (ext 100)
2. THE DOCUMENT NEEDS
TO BE EDITED
Dear,
After checking the documents/contract/invoice,...., there are some points that

we suggest to revise as following:
-Contract: Change <Some things> to <Some things>

-Packing list: Lack of <Some things>
-Bill of Lading: Add <Some things> before <Some things> on the <Some
things> box/row/column
Please let me know if there is any concern

Call center : +84 909 542 449 (ext 100)
3.FILL IN NEW CONTENT,
NEW DOCUMENTS
Dear,
For this shipment, we need your support for more documents : <Documents
name> as below:
-Business license (a copy with company stamp and hand writing signature): 1
-Letter of introduction (company stamp and hand writing signature) from
<date> to <date>: 3
-Chemical declaration form: we fulfilled the form, which need you to review
it once
-…...
If you have anything unclear, please let me know, then we would discuss it
together.
Thanks and best regards

Call center : +84 909 542 449 (ext 100)
4.INCREASING COSTS COMPARED
TO QUOTATION
Dear
As the shipments need another fee for the <Extra fee name:
storage/insurance/ fumigation/local charges,....>
I am writing this email to ask for your advice as this will change the quotation
that <Sales name> sent to you before.
I would like to attach the updated quotation, please review it.
Thanks and regards

Call center : +84 909 542 449 (ext 100)
5.REDUCE COST COMPARED
TO QUOTATION
Dear
Since the shipment does not include all things of <the service name that
decreases cost> as we expected at the beginning.
Thus, this emails to update the quotation as attached file, please take a look.
Thanks and regards

Call center : +84 909 542 449 (ext 100)
6.Notify the order
has been cleared
Dear
I would like to note that the shipments have/has already been cleared out of
the customs zone.
The shipments are/is on the way to your destination and tentatively arrive at
<time and date>, please help arrange the labours in advance.
If there is any things during the inland transportation that change the
estimated time of arrival, I will let you know.
Thanks and regards

Call center : +84 909 542 449 (ext 100)
7.GOODS RECEIVED AT THE PORT
ARE NOT INTACT
Dear
After getting/inspecting the shipments, we found that
-The amount of product lists are not the same as in the packing list
-The products have some damaged points (photos attached)
-The product information does not match the documents (contract/packing
list, Certificate of origin,...)
-The customs officers request the customs valuation
We would like to update them to you, and we are working with the customs
officers to have the best solution for clearing the shipments as soon as
possible.
We will contact you for more information.
Best regards

Call center : +84 909 542 449 (ext 100)

8.DELAYED GOODS
Dear
We would like to update that the shipments could not be exported/imported

on time due to some unpredictable reasons from the <storm/covid/customs
internet systems problems)
I hereby inform you this information and we will get back to you the new
timeline soon.
Thanks and hope you understand this case.
Best regards

Call center : +84 909 542 449 (ext 100)
PART 3
VOCABULARY


Call center : +84 909 542 449 (ext 100)
VOCABULARY
about logistics
1. Air freight: cước hàng không

2. Amendment fee: phí sửa đổi vận
đơn Bill of Lading
3. As agent for the Carrier: đại lý của
người chuyên chở
4. As carrier: người chuyên chở
5. Bulk container: container hàng rời
6. Bulk vessel: tàu rời
7. Consigned to order of = consignee:
người nhận hàng
8. Consignment: lô hàng
9. Consignor: người gửi hàng = Shipper
10. Consolidator: bên gom hàng (gom
LCL)

Call center : +84 909 542 449 (ext 100)
VOCABULARY
about logistics
11. Container condition: điều kiện về vỏ

cont (đóng nặng hay nhẹ)
12. Chargeable weight: trọng lượng tính
cước
13. Dangerous goods: Hàng hóa nguy
hiểm
14. DC- dried container: container hàng
khô
15. Delivery order: lệnh giao hàng
16. Demurrrage: phí lưu contaner tại bãi
17. Detention: phí lưu container tại kho
riêng
18. Dimension: kích thước
19. Documentations fee: phí làm chứng
từ (vận đơn)
20. Door-Door: giao từ kho đến kho

Call center : +84 909 542 449 (ext 100)
VOCABULARY
about logistics
21. Estimated schedule: lịch trình dự

kiến của tàu
22. Estimated time of arrival (ETA):
thời gian dự kiến tàu đến
23. Estimated time of Departure
(ETD): thời gian dự kiến tàu chạy
24. Free hand: hàng thường (shipper
tự book tàu)
25. Freight forwarder: hãng giao nhận
vận tải
26. Freight note: ghi chú cước
27. Freight payable at: cước phí thanh
toán tại…
28. Freight prepaid: cước phí trả trước
29. Freighter: máy bay chở hàng
30. Freight: cước


Call center : +84 909 542 449 (ext 100)
VOCABULARY
about logistics
31. Freight to collect: cước phí trả sau

(thu tại cảng dỡ hàng)

32. Gross weight: trọng lượng tổng cả bì
33. Handle: làm hàng
34. Handling fee: phí làm hàng (Fwder
trả cho Agent bên cảng đích nếu dùng
HBL)
35. High cube (HC = HQ): container cao
(40’HC cao 9’6’’)
36. In transit: đang trong quá trình vận
chuyển
37. Labor fee: phí nhân công
38. Laden on board: đã bốc hàng lên tàu
39. Lashing: chằng
40. Liner: tàu chợ


Call center : +84 909 542 449 (ext 100)
VOCABULARY
about logistics
41. Local charges: phí địa phương

42. Measurement: đơn vị đo lường
43. Negotiable: chuyển nhượng được
44. Net weight: khối lượng tịnh
45. Nominated: hàng chỉ định
46. Non Vessel Operating Common
Carrier (NVOCC) : Người vận tải công
cộng không tàu
47. Non-negotiable: không chuyển
nhượng được
48. Oversize: quá khổ
49. Overweight: quá tải
50. Partial shipment: giao hàng từng
phần


Call center : +84 909 542 449 (ext 100)
VOCABULARY
about logistics
51. Payload = net weight: trọng lượng

hàng đóng (ruột)
52. Port-port: giao từ cảng đến cảng
53. Quantity of packages: số lượng
kiện hàng
54. Seal: chì
55. Shipmaster/Captain: thuyền
trưởng
56. Shipment terms: điều khoản giao
hàng
57. Shipper: người gửi hàng
58. Shipping marks: ký mã hiệu
59. Voyage No: số chuyến tàu
60. Voyage: tàu chuyến


Call center : +84 909 542 449 (ext 100)

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VIỆN ĐÀO TẠO LOGISTICS

ONEX LOGISTICS TRAINING INSTITUTE

ONEX LOGISTICS TRAINING INSTITUTE

I have just noticed your <Oil/chemicals/manufacturing/food> business from

<Your company/ONEX Logistics> mainly focuses on <Business major> with

I would like to send the <credentials/proposal/company profile/quotation> as

Thanks and look forward to hearing from you soon

Thanks and Best regards

ONEX LOGISTICS TRAINING INSTITUTE

Based on previous shipments, we handled <service>, and we would like to

Please find the attached solution as previous shipment information. It would

Hope to hear from you soon

ONEX LOGISTICS TRAINING INSTITUTE

Thanks very much for letting us propose a solution supporting your

The total quotation is: <Number> in <USD/VND> including

ONEX LOGISTICS TRAINING INSTITUTE

Thanks for your response.

We are collecting and working internally in order to fulfill your requested

We will be back to you on <date>

In the meantime, if you need any further information or request, do not

ONEX LOGISTICS TRAINING INSTITUTE

My colleagues and I are working to proceed with the shipment.

If you need any more requests, we are happy to handle more.

Thanks and regards

ONEX LOGISTICS TRAINING INSTITUTE

Thanks for your emails.

Thanks and look forward to working with you soon.

ONEX LOGISTICS TRAINING INSTITUTE

ONEX LOGISTICS TRAINING INSTITUTE

Thanks and regards

ONEX LOGISTICS TRAINING INSTITUTE

After checking the documents/contract/invoice,...., there are some points that

-Contract: Change <Some things> to <Some things>

Please let me know if there is any concern

ONEX LOGISTICS TRAINING INSTITUTE

Thanks and best regards

ONEX LOGISTICS TRAINING INSTITUTE

I would like to attach the updated quotation, please review it.

Thanks and regards

ONEX LOGISTICS TRAINING INSTITUTE

Thanks and regards

ONEX LOGISTICS TRAINING INSTITUTE

Thanks and regards

ONEX LOGISTICS TRAINING INSTITUTE

After getting/inspecting the shipments, we found that

We will contact you for more information.

ONEX LOGISTICS TRAINING INSTITUTE

We would like to update that the shipments could not be exported/imported

Thanks and hope you understand this case.

ONEX LOGISTICS TRAINING INSTITUTE

ONEX LOGISTICS TRAINING INSTITUTE

1. Air freight: cước hàng không

ONEX LOGISTICS TRAINING INSTITUTE

11. Container condition: điều kiện về vỏ

ONEX LOGISTICS TRAINING INSTITUTE

21. Estimated schedule: lịch trình dự

ONEX LOGISTICS TRAINING INSTITUTE

31. Freight to collect: cước phí trả sau